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HomeMy WebLinkAbout2016 04 20 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting MinutesCITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING APRIL 20, 2016 CALL TO ORDER The Regular Meeting of Wednesday, April 20, 2016 of the Tuscawilla Lighting and Beautification District Advisory Committee was called to Order by Chairperson Ken Greenberg at 5:15 p.m. in the Commission Chambers of the Municipal Building (City Hall, 1126 East State Road 434, Winter Springs, Florida 32708). Roll Call: Chairperson Ken Greenberg, present Vice - Chairperson Tom Vagnini, present Committee Member Donald Gilmore, present Committee Member Elaine Johnson, present Committee Member Ellen Paul, present Assistant to the City Clerk Antonia Della Donna, present Assistant to the City Clerk Jessica Ghersetich, present A moment of silence was followed by the Pledge of Allegiance. No changes were made to the Agenda. AWARDS AND PRESENTATIONS AWARDS AND PRESENTATIONS 100. Not Used INFORMATIONAL AGENDA INFORMATIONAL 200. Not Used CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 2016 PAGE 2 OF 10 PUBLIC INPUT Chairperson Greenberg opened "Public Input". No one spoke. Chairperson Greenberg closed "Public Input ". CONSENT CONSENT 300. Office Of The City Clerk The Office Of The City Clerk Is Requesting The Tuscawilla Lighting And Beautification District Advisory Committee To Review And Approve The Wednesday, January 20, 2016 Tuscawilla Lighting And Beautification District Advisory Committee Regular Meeting Minutes. REGARDING THE JANUARY 20, 2016 BEAUTIFICATION DISTRICT ADVISORY MINUTES, "I MOVE TO APPROVE THE CHAIRPERSON VAGNINI. SECONDED BY DISCUSSION. VOTE: VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE CHAIRPERSEON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE MOTION CARRIED. PUBLIC HEARINGS AGENDA PUBLIC HEARINGS 400. Not Used TUSCAWILLA LIGHTING AND COMMITTEE REGULAR MEETING MINUTES." MOTION BY VICE - COMMITTEE MEMBER GILMORE. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 2016 PAGE 3 OF 10 REGULAR AGENDA REGULAR 500. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive A Year To Date Budget Review And Discuss The Fiscal Year 2017 Proposed Budget. Ms. Stephanie Monica, City Arborist and Water Conservation Coordinator, Public Works Department introduced the Agenda Item and referred to "Attachment A ", the year to date budget review. Ms. Monica reviewed and explained the various columns and Funds on "Attachment A" and addressed the fountains, grounds, signs, and walls. Referring to repairs to the wall due to an automobile accident, Committee Member Donald Gilmore inquired about the insurance claim. Ms. Monica stated, "We submit to the insurance company the cost for the landscape repairs and the lighting and then the claim covers that." Additional comments followed. Vice - Chairperson Tom Vagnini asked about the services of Lightscapes Outdoor Lighting Systems, Inc. to which Ms. Monica responded, "They were terminated effective December. They were just checking the lights; we felt that you would get more out of us just checking them. Sara (Miller, Urban Beautification Coordinator, Public Works Department) checks them monthly and then we have currently, a licensed electrician do any repairs that we need." Continuing, Ms. Monica referred to the Contract Administration Fund and Utility Funds. Vice - Chairperson Vagnini stated, "It appears that the water bill went down quite a bit." Further remarks about the water bill ensued. Next, Ms. Monica referred to the proposed Budget for Fiscal Year 2017, "Attachment B ". Chairperson Greenberg commented on the Reserve amounts in relation to the Assessment Fee. Further discussion on potential future projects ensued. Chairperson Greenberg then asked in reference to the one hundred and twenty dollars ($120.00) Assessment Fee, "Does anyone feel a need that we need to increase it ?" No one stated they wanted to do so. Chairperson Greenberg then stated, "We are satisfied with this Budget as is." No objections were noted. Ms. Monica then referred to the Debt Service 1 and Debt Service 2 columns and commented on the numbers shown. Ms. Monica indicated that, "Technically, if you wished to lower the Assessment to seven dollars ($7.00) you could do that and the Loan would still be satisfied, you wouldn't have the extra money." Discussion continued on Assessment Fees and Reserve funds. "I WOULD LIKE TO MAKE A MOTION TO LEAVE IT FOR RIGHT NOW ". MOTION BY COMMITTEE MEMBER JOHNSON. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 2016 PAGE 4 OF 10 CHAIRPERSON GREENBERG STATED, "I PREFER TO LOWER IT AND SAVE EVERYBODY EVERY DOLLAR YOU POSSIBLEY CAN. AGAIN, BECAUSE THIS IS NOT SOMETHING THAT IS GOING TO COME BACK AND GET REVISITED." VICE - CHAIRPERSON VAGNINI ASKED, "WHY NOT?" CHAIRPERSON GREENBERG ANSWERED, "BECAUSE YOU CAN'T. BECAUSE THE LOAN GETS PAID OFF, THAT'S THE END OF IT. ITS SOLE PURPOSE IS TO PAY OFF A LOAN." ADDITIONAL COMMENTS. COMMITTEE MEMBER GILMORE INQUIRED, "THAT IS CAPITAL MONEY, IS IT NOT?" CHAIRPERSON GREENBERG REPLIED, "IT IS CAPITAL MONEY, BUT ONLY FOR THIS LOAN." DISCUSSION CONTINUED ON CAPITAL AND RESERVE FUNDS. CHAIRPERSON GREENBERG CLARIFIED, "THE SOLE PURPOSE OF THIS ASSESSMENT, AT THIS POINT, IS TO PAY OFF THIS LOAN, IS THAT CORRECT?" MS. MONICA CONFIRMED, "YES". COMMITTEE MEMBER JOHNSON VOICED, "WHY CAN'T WE USE THIS MONEY TO EARMARK ANY OTHER ENAHNCEMENTS WITHIN THE COMMUNITY ?" CHAIRPERSON GREENBERG REPLIED, "THEN YOU ARE GOING BACK TO THE GENERAL BUDGET THAT IS THE PURPOSE FOR ". DISCUSSION FOLLOWED. COMMITTEE MEMBER GILMORE NOTED, "CAN WE SPEND CAPITAL MONEY FOR EXPENSE OR EXPENSE MONEY FOR CAPITAL?" MS. MONICA ANSWERED, "IT WOULD NEED TO BE SPENT FOR A CAPITAL PROJECT." BRIEF COMMENTS. VOTE: COMMITTEE MEMBER JOHNSON: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE CHAIRPERSEON GREENBERG: NAY MOTION CARRIED. Chairperson Greenberg commented, "We have elected to leave the eleven dollars ($11.00) as opposed to liquidating a loan." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 2016 PAGE 5 OF 10 REGULAR 501. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive Information On The Status Of Landscaping Throughout The Tuscawilla Lighting And Beautification District. Ms. Monica introduced the Agenda Item and mentioned that the representative from Eastwood Tuff Turf, Inc. were present to answer any questions. Ms. Monica began, "Of the projects that we wanted to move forward with, new landscaping in medians one (1), two (2), four (4), five (5), seven (7), eight (8), eleven (11), fourteen (14), and fifteen (15), that's totaling eight thousand [dollars] ($8,000.00) — it's about eighty -eight hundred dollars ($8,800.00)." Discussion ensued on plant material, quantity, size, and specific activity regarding the landscaping. Continuing, Ms. Monica explained, "We proposed some new sod in median two (2). Median two (2) is a very shady area so we have trouble with sod getting thin there over time. That's going to be about twenty -five hundred dollars ($2,500.00) in new sod. We proposed lightning protection. Last year — the timer was fried twice. So we're going to install the sacrificial valves in the median. The idea is to prevent a surge from coming to the timer and frying the timer again." Discussion continued regarding surge protection and fuses. Ms. Monica confirmed the new protection was in and added, "Officially in now, as of probably last week." Mr. Ian Eastwood, Eastwood Tuff Turf, Inc., 1615 Oklahoma Street, Oviedo, Florida: explained, "What we did is the irrigation is a two (2) wire system. What we've gone ahead, and in select locations on the (Winter Springs) Boulevard, we have inserted eight foot (8') copper rods into the ground — I think it's about eight hundred feet (800') from each one in the event of a lightning strike, which was most of the cause of the problems last year, traveling back to the clock; this copper rod will diffuse the energy into the groundwater." Committee Member Gilmore inquired, "Have you tested the resistance of that ?" Mr. Eastwood replied, "Not yet." Mr. Eastwood continued, "The system that is used for Winter Springs Boulevard is a Hunter Industries system. The senior rep[resentative] for Hunter Industries lives in Wedgewood and we use him — as an expert in the field. He's friends with myself and my brother who owns Eastwood Tuff Turf, Inc. He's going in there and he would check all our work, to make sure it's done correctly because — there were issues with the installation and when it was installed many years ago. So, what we're doing is to try and fix these issues." CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — APRIL 20, 2016 PAGE 6 OF 10 Further, Mr. Eastwood stated, "What we've done is that the eight foot (8') copper rod that we hammer into the ground — there's roughly about a six foot (6) or eight foot (8'), I think it's about eight (8) gauge copper wire that we attach to the Hunter Decoder Modules that are in each. Each module operates a valve in the median and there are clusters in the median. So, what we've done is the eight (8) gauge wire is connected to the two (2) wire that sends information down the line. At that point there's no surge protection." Vice - Chairperson Vagnini asked, "How much would it cost to do that? What we've got so far ?" Ms. Monica answered, "Fifteen [hundred] ninety [dollars] ($1,590.00). The idea of these is that it's going to prevent any surge from even coming back to the main timer. It's going to diffuse in the field so it doesn't come back. There's still the same surge protection that we had initially is still on the timer, the idea is that it's never going to get back to the timer with these grounding rods." Discussion on industry practices and standards ensued. Next, Ms. Monica said, "We sent you the picture of the Sylvester Palm above the north fountain that we did the diamond cutting on. You have twelve (12) more throughout TLBD [Tuscawilla Lighting and Beautification District] that we suggest that you also do the diamond cutting." Committee Member Elaine Johnson asked, "What's the cost on that ?" Ms. Monica stated, "Its going to average about four hundred dollars ($400.00) a piece." Discussion on Sylvester Palms continued. Ms. Monica concluded, "That would be a total of forty -eight hundred [dollars] ($4,800.00) if you did all the twelve (12) remaining." Additional comments. Next, Ms. Monica spoke about the clearing project south of the south fountain. Ms. Monica added, "I called every homeowner that was adjacent to the clearing project. They said, `I don't want to look at it, please remove it.' We told them that it might be more noise." Further discussion ensued. Ms. Monica continued, "The second phase of the project would ideally be to replant that area with something nice. So, we'd be able to get in there maintain it and mow it - we can't mow up to the fence because there's so much brush in there. So, once we get it cleared out, we would see kind of what we wanted to do, and maybe consider putting some shrubs or other trees back in there." Chairperson Greenberg inquired, "What is the cost anticipated for the clearing ?" Ms. Monica responded, "Seventeen thousand [dollars] ($17,000.00)." Vice - Chairperson Vagnini commented on previous experience regarding the location. Chairperson Greenberg suggested a contingency upon clarification. No objections were noted. Ms. Monica noted, "You're going to begin your twice weekly mowing in May, you've already approved that." Tape 1 /Side B CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 2016 PAGE 7 OF 10 Ms. Monica discussed a few other projects followed by additional discussion. Committee Member Gilmore commented on distance sight issues at Gazelle Trail and Winter Springs Boulevard. Discussion ensued regarding line of sight issues and the height of the Jasmine plants. Further comments. Ms. Monica suggested, "So, you'd be making the Motion to approve the eighty -seven hundred [dollars] ($8,700.00) or eighty -eight hundred ($8,800.00) of new landscaping, the forty -eight hundred [dollars] ($4,800.00) of the diamond cutting for twelve (12) Sylvester Palms, and the seventeen thousand [dollars] ($17,000.00) for the clearing of the south fountain contingent upon clarification of maintenance responsibilities." "I MOTION THE PROJECTS THAT YOU JUST SUGGESTED ALONG WITH THAT CONTINGENCY THAT, THE LEGAL DOCUMENTS FROM THE ESTABLISHEMENT OF THE COMMUNITY STATE TUSCAWILLA IS FINANCIALLY RESPONSIBLE FOR THAT - OR IS THE CITY RESPONSIBLE FOR THAT, OR ANY OTHER ENTITY BEFORE THE FUNDS ARE RELEASED OR THE PROJECT IS APPROVED." MOTION BY VICE - CHAIRPERSON VAGNINI. SECONDED BY COMMITTEE MEMBER GILMORE. DISCUSSION. VOTE: CHAIRPERSEON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE COMMITTEE MEMBER PAUL: AYE MOTION CARRIED. Committee Member Gilmore reflected on a conversation with Mr. Brian Fields P.E., City Engineer, Public Works Department about the fountain. Brief discussion followed. REGULAR 502. Public Works/Utility Departments — Urban Beautification Division The Public Works/Utility Departments — Urban Beautification Division Requests That The Tuscawilla Lighting And Beautification District Advisory Committee Receive Information On The Proposed Lighting And Electrical Upgrades At The Tuscawilla Lighting And Beautification District Entrance Monuments. Ms. Sara Miller, Urban Beautification Coordinator, Public Works Department addressed the Committee Members on this Agenda Item and noted, "There are eight (8) monuments that we proposed to upgrade and we asked All Service Electric to give us an estimate for all eight (8) monuments - the total would be fifty -eight thousand (dollars) and change. What would happen would be all the HPS (high pressure sodium) lights would be changed to LED (light- emitting diodes) low voltage Kichler lights. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 2016 PAGE 8 OF 10 If we decide to move forward, we'll also ask for other Bids so it's not the only Bid, to compare prices to the other Contractors, if you would like to move forward with this. We'll also be replacing all of the existing high voltage flood lights on the tall palms and trees and the fountains in the front there, and any of the GFIs (ground fault interrupters) we'll be replacing with water proof receptacles and proof box and bubble covers." Further discussion followed on light brands, cost savings, and other benefits associated to converting to LED (light emitting diodes). Continuing, Ms. Monica said, "It sounds like we're going to have some more questions on the actual conversion to LED (light emitting diodes), but I would recommend in the meantime that we do the other electrical work because it's a necessity." Much discussion followed and Mr. Kip Lockcuff, P.E., Director, Public Works /Utility Department stated, "We're going to repair anything that needs to be repaired; we're not going to do any upgrades without board approval." Ms. Miller added, "There's a new streetlight that was installed, the West side of the Glen Eagle Entrance if you want to take a look at it." Ms. Monica clarified, "The main entrance." Additional comments regarding the entrance lighting followed. Ms. Miller noted, "Last month there were twelve (12) outages, all of them should be fixed and the next streetlight check is the end of April." Next, Ms. Monica remarked, "Your contract with Fountain Doctors for the maintenance of the fountains expires May 14'', (2016). Contract price is seventy -eight hundred [dollars] ($7,800.00) annually." Additional comments. "I HAVE A MOTION TO RENEW THE CONTRACT." MOTION BY VICE - CHAIRPERSON VAGNINI. SECONDED BY CHAIRPERSON GREENBERG. DISCUSSION. VOTE: COMMITTEE MEMBER PAUL: AYE CHAIRPERSEON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. 600. REPORTS No Reports. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING - APRIL 20, 2016 PAGE 9 OF 10 PUBLIC INPUT Chairperson Greenberg opened "Public Input ". Mr. Ted Johnson, 1107 Pheasant Circle, Winter Springs, Florida: commented on the mulch at the monuments, light poles, and other maintenance observations. Chairperson Greenberg closed "Public Input" Vice - Chairperson Vagnini left the dais at 6:28 p.m. Committee Member Paul inquired about the globes on the light poles. Ms. Miller noted that it was Duke Energy's responsibility and added, "Every time they come fix the fixture, they're supposed to be cleaning the fixture as well." Additional comments followed. Committee Member Gilmore proposed monthly meetings. Vice - Chairperson Vagnini returned to the dais at approximately 6:38 p.m. Further discussion ensued. Chairperson Greenberg asked Ms. Monica, "Do you not have the latitude to mulch where mulch needs to be done ?" Ms. Monica replied, "Once a year mulching is built into the contract so additional mulch would be an additional price. If you wanted to mulch the whole thing, I'd say you need about seventy -five (75) yards times thirty -eight [dollars] fifty [cents] ($38.50) a yard." Chairperson Greenberg said, "About four thousand dollars ($4,000.00)." Ms. Monica recommended, "I would mulch the whole thing. It's going to wear out evenly more or less, maybe some areas in the sun are going to wear out." Continuing, Chairperson Greenberg inquired, "Want to authorize them to mulch up to twice a year? If we get a Motion for that, we get that done and that issue is off the table as well." REFERRING TO AUTHORIZATION TO MULCH UP TO TWICE A YEAR, "I WILL MAKE THE MOTION." MOTION BY COMMITTEE MEMBER JOHNSON. SECONDED BY VICE - CHAIRPERSON VAGNINI. DISCUSSION. VOTE: COMMITTEE MEMBER PAUL: AYE CHAIRPERSEON GREENBERG: AYE COMMITTEE MEMBER JOHNSON: AYE VICE - CHAIRPERSON VAGNINI: AYE COMMITTEE MEMBER GILMORE: AYE MOTION CARRIED. CITY OF WINTER SPRINGS, FLORIDA MINUTES TUSCAWILLA LIGHTING AND BEAUTIFICATION DISTRICT ADVISORY COMMITTEE REGULAR MEETING — APRIL 20, 2016 PAGE 10 OF 10 Monthly meetings was again mentioned by Committee Member Gilmore. Much discussion followed. Chairperson Greenberg stated, "From my perspective, I am not saying it is not a good idea; I am just saying I think it is a jump the gun idea right now because I don't think there are any open issues right now, with the exception of — the electrical and I don't know that that's a time sensitive thing, short of the maintenance repair stuff." Tape 2 /Side A Additional comments followed. ADJOURNMENT Chairperson Greenberg adjourned the Regular Meeting at 6:51 p.m. RESPECTFULLY SUBMITTED: J SSICA GHERSETICH ASSISTANT TO THE CITY CLERK NOTE: These Minutes were approved at the Wednesday, July 20, 2016 Tuscawilla Lighting and Beautification District Advisory Committee Regular Meeting.